Description:
The Operations Support Specialist ensures that the company runs efficiently by managing billing, financial administration, venue logistics, internal systems, and chapter lead reporting. This role is purely execution-focused, ensuring that the company scales smoothly without burdening the founders with operational work.
What you'll do
Billing & Payments Management
- Monitor failed membership payments
- Communicate & follow up on payment issues
- Ensure that payments are reconciled
- Send monthly statements
- Prepare and send manual invoices
Venue & Event Logistics (Backend Support)
- Source and secure venues
- Manage pre-event logistics and email invitations
- Manage booking confirmations, catering, and setup details
- Prepare pre-event WhatsApp reminder messages
- Create events on Civitas calendar solutions
- Create events on Civitas Platform
- Work with the Member Success Lead to schedule pre-event logistics
CEO Forum Logistics (Backend Support)
- Source and secure venues
- Prepare WhatsApp messages
WhatsApp Management
- Manage WhatsApp Communities
Member Communication
- Prepare and upload past event recordings
- Prepare weekly internal event update emailer
- Prepare weekly internal WhatsApp event updates messages
Systems Maintenance
- Keep internal documentation and operational playbooks up to date
- Maintain and update Platform profile management
Requirements:
The Operations Support Specialist ensures that the company runs efficiently by managing billing, financial administration, venue logistics, internal systems, and chapter lead reporting. This role is purely execution-focused, ensuring that the company scales smoothly without burdening the founders with operational work.
What you'll do
Billing & Payments Management
- Monitor failed membership payments
- Communicate & follow up on payment issues
- Ensure that payments are reconciled
- Send monthly statements
- Prepare and send manual invoices
Venue & Event Logistics (Backend Support)
- Source and secure venues
- Manage pre-event logistics and email invitations
- Manage booking confirmations, catering, and setup details
- Prepare pre-event WhatsApp reminder messages
- Create events on Civitas calendar solutions
- Create events on Civitas Platform
- Work with the Member Success Lead to schedule pre-event logistics
CEO Forum Logistics (Backend Support)
- Source and secure venues
- Prepare WhatsApp messages
WhatsApp Management
- Manage WhatsApp Communities
Member Communication
- Prepare and upload past event recordings
- Prepare weekly internal event update emailer
- Prepare weekly internal WhatsApp event updates messages
Systems Maintenance
- Keep internal documentation and operational playbooks up to date
- Maintain and update Platform profile management
- Monitor failed membership payments
- Communicate & follow up on payment issues
- Ensure that payments are reconciled
- Send monthly statements
- Prepare and send manual invoices
- Source and secure venues
- Manage pre-event logistics and email invitations
- Manage booking confirmations, catering, and setup details
- Prepare pre-event WhatsApp reminder messages
- Create events on Civitas calendar solutions
- Create events on Civitas Platform
- Work with the Member Success Lead to schedule pre-event logistics
- Source and secure venues
- Prepare WhatsApp messages
- Manage WhatsApp Communities
- Prepare and upload past event recordings
- Prepare weekly internal event update emailer
- Prepare weekly internal WhatsApp event updates messages
- Keep internal documentation and operational playbooks up to date
- Maintain and update Platform profile management
- Bookkeeping: 4 to 5 years
- Financial Administration: 4 to 5 years
- Business Support: 4 to 5 years
- Events Coordinating: 3 to 4 years
- Operational Focus: 4 to 5 years
- Payments: 4 to 5 years
What you'll need
- Experience in operations, financial admin, or business support roles
- Highly structured, detail-oriented, and process-driven
- Strong ability to work independently and take ownership of operational execution
- Ability to identify issues and escalate them to the right service providers
- Comfortable working in a fast-paced entrepreneurial environment
- Experience in operations, financial admin, or business support roles
- Highly structured, detail-oriented, and process-driven
- Strong ability to work independently and take ownership of operational execution
- Ability to identify issues and escalate them to the right service providers
- Comfortable working in a fast-paced entrepreneurial environment
What you'll need
- Experience in operations, financial admin, or business support roles
- Highly structured, detail-oriented, and process-driven
- Strong ability to work independently and take ownership of operational execution
- Ability to identify issues and escalate them to the right service providers
- Comfortable working in a fast-paced entrepreneurial environment